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Writer's pictureGrace Mac

Planning a Conference on the Gold Coast: Your Ultimate Guide to an epic Corporate Event

The Gold Coast, with its stunning beaches, vibrant nightlife, and world-class facilities, is an ideal location for hosting a conference. Whether you’re planning a small seminar or a large-scale convention, the Gold Coast offers a variety of venues and resources to ensure your event is a success. Here are some tips and recommendations to help you plan an unforgettable conference or corporate event on the Gold Coast.

sponsors exhibit at a conference
The Exhibition Hall at Gold Coast Convention & Exhibition Centre | by Grace Mac Photography

1. Choosing the Perfect Venue


The first step in planning your conference is selecting the right venue. Here are some top recommendations:


Gold Coast Convention and Exhibition Centre: Located in Broadbeach, this state-of-the-art facility is perfect for large conferences. It offers multiple meeting rooms, exhibition spaces, and advanced AV technology.


Sheraton Grand Mirage Resort: For a luxurious experience, this beachfront resort in Main Beach offers elegant conference facilities with stunning ocean views.


The Star Gold Coast: This versatile venue in Broadbeach offers a mix of conference rooms, a theatre, and ample accommodation options, making it a great all-in-one choice.


QT Gold Coast: Located in Surfers Paradise, QT Gold Coast offers quirky, modern spaces for smaller conferences and meetings, along with excellent dining options.


conference attendees enjoy lunch outside
Breaks are the perfect time for conference attendees to create connections | Corporate Events by Grace Mac Photography

2. Conference Format and Timing


Understanding the typical format and timing of a conference can help you plan efficiently:


- Day 1: Arrival and Registration

- Morning: Attendees arrive, register, and receive their conference materials.

- Afternoon: Opening keynote speech followed by breakout sessions.

- Evening: Welcome reception or networking event.


- Day 2: Full Conference Day

- Morning: Keynote address followed by panel discussions and breakout sessions.

- Afternoon: Workshops, interactive sessions, and industry presentations.

- Evening: Gala dinner or awards ceremony.


- Day 3: Half-Day Sessions and Farewell

- Morning: Final keynote speech and breakout sessions.

- Afternoon: Closing remarks and farewell lunch.


People enter a corporate event
Gold Coast Convention Centre provides many spaces for conference audiences of all sizes | by Grace Mac Photography

3. Essential Vendors to Organize


Securing the right vendors is crucial for the smooth running of your conference. Here are some key vendors to consider:


Catering: Choose a catering company that can provide a variety of options to suit different dietary needs. Some recommended caterers include Coast to Coast, Gourmet en Counter, and Two Little Bakers.


AV and Technical Support: Ensure you have a reliable AV team for presentations, sound systems, and lighting. Companies like AVPartners and Microhire are reputable choices on the Gold Coast.


Event Planners: If you need additional support, hiring a local event planning company like Gold Coast Event Management or Belle Events can help manage logistics and details.


Transportation: Arrange shuttle services for your attendees, especially if the venue is not within walking distance of accommodations. Companies like Gold Coast Cabs and Con-X-ion offer reliable transport options.


Accommodation: Partner with nearby hotels to secure group rates for your attendees. Consider options like The Star Grand, Peppers Soul, and Mantra on View.


Photography and Videography: Booking a professional photographer and videographer is essential to capture the key moments of your conference. For corporate events, consider using a dedicated corporate event specialist like Grace Mac Photography, who understand the flow of conferences, has the appropriate camera gear, and can be intuitive in your imagery needs.


booklets ready on chairs at a conference on the gold coast
Choosing the right conference vendors can make or break your corporate event | by Grace Mac Photography

4. Additional Tips for a Successful Conference


Early Planning: Start planning your conference at least 6-12 months in advance to secure your preferred venues and vendors.

Marketing and Promotion: Use social media, email marketing, and industry networks to promote your conference. Create a dedicated website for registrations and information.


Engage Attendees: Incorporate interactive elements such as Q&A sessions, live polls, and networking activities to keep attendees engaged.


Local Attractions: Encourage attendees to explore the Gold Coast by providing information on local attractions and activities. This can enhance their overall experience and make your conference more appealing.


Feedback and Improvement: Collect feedback from attendees to understand what worked well and what could be improved for future events. This can be done through surveys or feedback forms.


a lady laughing at a corporate event
Your Gold Coast conference attendees are going to be thrilled! | by Grace Mac Photography

Planning a conference on the Gold Coast can be a rewarding experience with the right preparation and resources. By selecting an appropriate venue, following a structured format, organizing essential vendors, and incorporating engaging elements, you can ensure your conference is a resounding success. The Gold Coast’s unique blend of natural beauty and modern amenities will undoubtedly leave a lasting impression on your attendees.


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With these tips in hand, you’re well on your way to organizing a memorable and impactful conference on the Gold Coast. Happy planning!

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